IDAHO DEPARTMENT OF EDUCATION Public School Finance Contacts: Tim Hill, Deputy Superintendent Julie Oberle (IFARMS) Kathryn Vincen (Staffing) Brandon Phillips (Budgets) Shannon Wendling (Attendance) Pam Brewer (Attendance) LaRae Ashby, Information Coordinator Carol Piranfar, Information Coordinator FAX Web Site: Idaho State Department of Education, School Finance Idaho State Department of Education

Tentative Post Legislative Tour Dates: Monday, April 6 – Boise (live-streamed) Tuesday, April 7 – Idaho Falls Wednesday, April 8 – Pocatello area Thursday, April 9 – Burley Monday, April 13 – Coeur d’Alene Tuesday, April 14 – Lewiston Registration is required and space will be limited. Go to to register.

Public School Finance Other State Funding on Line 6 of the Foundation Program Calculation Worksheet IFARMS Indirect Costs Tuition Rates School Facility Maintenance Safe School Environment Survey Calendars

Line 6 of the Foundation Program Calculation Worksheet

Line 6 Funding May Include : District to Agency Contracts Special Education / Exceptional Child Tuition Equivalency Court-Ordered Tuition Equivalency Juvenile Detention Center Tuition Equivalency Summer Juvenile Detention Center Tuition Equivalency Serious Emotional Disturbance (SED) Allowance

District to Agency Contracts Idaho Code Received when a district contracts with a public or private agency to educate exceptional students Payment: Best 28 Weeks ADA x Prior Year Per Pupil State Support = District to Agency Contract Payment In FY 2014, $20, was paid to three districts

District to Agency Contracts… continued So you have qualifying kids, now what? Contact the SDE Special Education staff (Wendy Lee, ) Specific forms must be completed (available online) Special Education staff reviews the forms and forwards the necessary data to School Finance School Finance receives a list of districts, the educating agency, and the number of students School Finance pulls the attendance data needed from your ISEE data submissions

Special Ed / Exceptional Child Tuition Equivalency Idaho Code B(3) Received when a district is educating a student who: 1) is on the fall Special Education child count 2) resides in a licensed facility due to the nature and severity of the disability; and 3) whose parents live in another Idaho district Paid with the February 15 th payment 16 districts were paid $1,024,593 in FY 2014; 13 districts were paid $926,655 in FY 2013

Special Ed / Exceptional Child Tuition Equivalency… continued So you have qualifying kids, now what? Work with SDE’s Special Education staff (Wendy Lee, ) Special Ed has an application available online that must be completed (students are listed individually) Special Ed reviews the application and verifies that students listed are on the fall child count School Finance receives a summarized list of districts and the number of qualifying students

Court–Ordered Tuition Equivalency Idaho Code B(1) Received when a district educates students placed into a licensed home or facility by an Idaho court-order $1,059,710 paid to 44 districts in FY 2014; $1,240,838 paid to 60 districts in FY 2013; and $1,102,574 paid to 50 districts in FY 2012

Court-Ordered Tuition Equivalency… continued To receive payment, a district must submit the court-ordered tuition equivalency form The form will be ed to districts and charters in the spring The form should be returned AFTER the last day of school or after the eligible child(ren) is no longer living in the licensed home or facility Forms returned prior to the last day of school showing perfect attendance through the end of the school year will be returned

Court-Ordered Tuition Equivalency… continued The form must include the number of days present for each student, their grade level, and the name of the home or facility  Talk to your school counselors  Summary reports from Health & Welfare showing foster children in Idaho will be posted to SDE’s secure website several times a year (January, April, June) Contact your regional Health and Welfare office with questions regarding the data shown on the report Paid with the July 15 th payment Funding is in addition to the regular support-unit funding for these students

Court-Ordered Tuition Equivalency… continued Once School Finance has received the completed form, we… Calculate the total days of attendance for elementary students Calculate the total days of attendance for secondary students Multiply the total number of attendance days by the applicable elementary or secondary prior year’s daily tuition rate Daily rate = 42% of the gross monthly tuition rate divided by 20 days (16 days for 4-day week schools)

Juvenile Detention Center Tuition Equivalency Idaho Code B(2) Received when a district educates students placed into a juvenile detention facility by an Idaho court- order Attendance information is pulled from your ISEE submissions (no data, no payment) Calculation is very similar to the Court-Ordered Tuition Equivalency calculation $495,140 paid for the school year, $72,521 paid for the 2013 summer session

Serious Emotional Disturbance (SED) Allowance Idaho Code Received when a district is educating a higher than average percentage of SED students To receive a SED payment, a district or charter needs only to submit an accurate fall child count to the Special Education staff (Wendy Lee) 49 districts received $2,191,765 in FY 2014

Serious Emotional Disturbance (SED) Allowance… continued Total SED students statewide (from the fall child count) / Total statewide enrollment = Statewide SED percentage That percentage is the multiplied by the district’s enrollment to determine the expected number of SED students for that district If the actual number of SED students at the district is higher than the “expected” number of SED students, the “excess” is multiplied by the prior year’s excess cost rate

Serious Emotional Disturbance (SED) Allowance… continued

IFARMS Idaho Financial Accounting Reporting Management System (IFARMS) IFARMS Annual Report is a summary of the financial activity (revenue and expenditure) by fund for each district and charter school statewide IFARMS Manual is available on the School Finance website under FORMS

IFARMS… continued IFARMS Annual Financial Report Documents will be available online in May  Memos  Annual Report Forms (with and without totals)  Balance Sheet Codes, Revenue Codes, and Fund Number/Function Program/Object Codes (Once on the School Finance website, click on the “Forms” link)

IFARMS… continued General Fixed Assets Report on page 100 of the Annual Financial Report at their historical cost If your capital outlay thresholds differ between the school records and audit report, use the lower threshold when reporting amounts on page 100 If possible, report amounts separately for elementary, secondary, administrative, and other Data used in the calculation of tuition rates

IFARMS… continued IFARMS Annual Financial Report Report due to School Finance by October 31 st Report can be submitted electronically (cd or attachment)  Talk to your accounting system vendor for information on submitting electronically Early submission is appreciated!

IFARMS… continued Before submitting your annual report: Reconcile your annual and audit reports prior to submitting  Compare beginning and ending fund balances by fund  Compare revenues and expenditures by fund  Compare balance sheet information by fund  Reasonableness check

IFARMS… continued Audit report is due by no later than November 10 th per Idaho Code (6)  PDF version is acceptable and encouraged November 15 th payment may be delayed if audit report is not received by due date Early submission is appreciated!

IFARMS… continued Once we have both your annual and audit reports, we: Enter the data into our database Compare the IFARMS annual report balance sheet, revenue, expenditure, and fund balance data to the audit report fund by fund  May recode some funds For example, we would reclassify State LEP Fund 242 to the General Fund 100 If there are differences, we will contact you for an explanation

IFARMS… continued Once a district’s financial data has been reconciled, we generate a one page document summarizing revenues and expenditures by major fund category A copy of the summary page is sent to each district / charter for review The summary page is included in the Financial Summaries report available on our website

Example of a “Summary Page”

IFARMS… continued Financial data from the districts: Generates the Financial Summaries Report Used to complete Federal Surveys  Ranks Idaho’s educational spending as compared to other states  Allocates Title I dollars to the State of Idaho

IFARMS… continued Financial data from the districts, continued: Basis for determining in-state and out-of- state tuition rates  Used in the calculation of several of the tuition equivalencies Used by SDE’s Special Education and Child Nutrition staff Basis for calculating Indirect Cost Rates Basis for determining Maintenance of Effort A lot of public inquiries

IFARMS… continued It is very important you use the correct fund numbers, revenue codes, and function/program codes when recording your financial activity Call if you are unsure how to code a transaction

Other – Indirect Costs An indirect cost rate is a reasonable means of determining the % of allowable general administrative expense that each federal grant should cover An indirect cost rate is the ratio of total indirect costs to total direct costs, based on actual expenditures, exclusive of items such as capital outlay and debt service Currently issuing indirect cost rates to those schools requesting the rate (see sent February 23, 2015) A manual is available on our website under Forms at

Other - Safe School Environment Section 11 of HB 639 (2014 Legislature / FY 2015 appropriation) requires the SDE again this year to compile school expenditures pursuant to the safe school environment and student learning provisions of IC (2)(l) Student Engagement section will be collecting this information from you for posting to the SDE website this fall

What are Qualifying Expenditures? Expenditures “for the support of provisions that provide a safe environment conducive to student learning and maintain classroom discipline” Qualifying expenditures could be coded to many different function codes, including  Function codes 5XX (instructional), 664 (maintenance), 667 (security program), 810/811 (capital assets) Track the actual expenditures/activities related to the support of a safe school environment Contact Student Engagement’s Karen Hostetter at with any questions

Strategic Planning Training Reimbursement Each school district and charter school is allowed to request reimbursement for up to $2000 in allowable training costs in FY 2015  Training must be for superintendents / charter school administrators and boards of trustees / directors in the areas of strategic planning, finance, administrator evaluation, ethics and/or governance  Must use a qualified training provider as identified by the State Board of Education Guidance and the Reimbursement Request worksheet was ed to schools on October 13 Per Idaho Code and IDAPA